Offboarding a User
When someone leaves, five things need doing, and the order matters. Every step exists elsewhere in this documentation; this page is the sequence.
Before You Start
- You must be an Administrator. Every step here is Administrator-only.
- Decide first whether you are disabling or deleting. Disabling is reversible and keeps the audit trail intact. Deleting is not reversible.
Disable first. You can always delete later, once you are sure nothing of theirs is still needed. See Deleting Users.
1. Disable the Account
Disable the user immediately. This stops them signing in while leaving everything they did intact and attributed.
See Enabling & Disabling Users.
A disabled user does not consume a paid seat. The seat is freed as soon as the account is disabled, so there is no billing pressure to delete someone. Leaving the account disabled indefinitely is the safe default — it keeps their history intact and attributed, and it costs nothing.
2. Reassign Their Outstanding Work
Their name stays on tasks assigned to them, and those tasks do not reassign themselves.
- Open Reports and filter by Assignees to find every checklist with work assigned to them.
- Reassign the outstanding tasks. See Task Assignments.
Pay particular attention to tasks with Only Assignees Can Complete This Task set — with the assignee gone, nobody else can complete them at all until they are reassigned.
Check templates too. A template task assignment naming that person will keep assigning work to a disabled account on every new checklist.
3. Remove Them From Groups
Group membership is separate from the account. Removing someone from their groups stops future group-assigned work reaching them, and keeps the groups accurate.
See Group Management.
4. Revoke Access in Your Identity Provider
If your team uses Single Sign-On, disabling the CheckFlow account is only half the job — remove them in Azure AD, Google Workspace or Okta as well.
Do both. Which one is sufficient on its own depends on your configuration, and assuming either is enough is how access survives an offboarding.
5. Delete, Once You Are Sure
Only after the above, and only if you are certain nothing of theirs is still needed.
See Deleting Users.
Deleting removes their remaining task assignments, so do step 2 first — afterwards there is no record of who the work was waiting on. Their completed work stays attributed to them by name in reports and the activity feed either way. See Deleting Users.
Checklist
| Step | Page | Reversible |
|---|---|---|
| 1. Disable the account | Enabling & Disabling Users | Yes |
| 2. Reassign outstanding tasks, and check template assignments | Task Assignments | Yes |
| 3. Remove from all groups | Group Management | Yes |
| 4. Revoke in your identity provider | Single Sign-On | Yes |
| 5. Delete the account | Deleting Users | No |
Related Pages
- Enabling & Disabling Users — the reversible first step.
- Deleting Users — the irreversible last one.
- Roles & Permissions — why the last Administrator cannot be removed.
- Billing FAQ — how team size affects your subscription.